Arlington National Cemetery HVAC Maintenance Services

Questions & Answers / Clarifications

This document contains a series of Requests for Information (RFIs) and their corresponding responses, addressing various aspects of the Arlington National Cemetery Solicitation #W91QV126RA022 for HVAC services.

• Duct Cleaning Frequency: The PWS does not specify a fixed frequency for scheduled duct cleaning. Contractors should propose based on manufacturer recommendations and ASHRAE Standard 180. Related tasks like cleaning grilles and registers are semiannual, while areas of moisture accumulation are cleaned annually.
• BAS Upgrade Scope: The Building Automation System (BAS) upgrade is limited to the Visitor Center, Administration Building, and Memorial Amphitheater. This involves upgrading and maintaining Building Management Systems (BMS) to meet UFGS standards, including installing non-proprietary control networks. Pricing for this upgrade work applies to CLIN 0005.
• Server Room HVAC: The server room HVAC unit is a 2-ton unit that needs to be replaced with a 5-ton unit. The government will provide interim cooling during the replacement, which has a maximum downtime of one week.
• Key Personnel Certification: The Quality Control Manager must be certified in relevant ASHRAE standards, with the ASHRAE Building Commissioning Professional (BCxP) certification being the minimum requirement. Other industry-recognized certifications may be considered.
• Personnel Access: There is no limit to the number of contractor personnel who can be badged. Vetted contractors will be issued keys/key cards and will not require escorts.
• Duct Cleaning Quantities: Historical data on duct cleaning is not available. The PWS estimates an annual requirement of 100 to 3,500 linear feet. Contractors are asked to propose based on this estimate.
• Covered Repairs: "Covered Repairs" are defined by a list of components to be repaired at no additional cost, not by a monetary threshold. These costs should be included in CLIN 0001 pricing.

These RFIs provide clarifications on scope, requirements, and pricing for various aspects of the solicitation, helping bidders to develop more accurate proposals. Key details regarding BAS upgrades, HVAC unit replacement, and personnel requirements have been clarified.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for non-personal services to provide Heating, Ventilation, and Air Conditioning (HVAC) maintenance, repair, and system cleaning for Arlington National Cemetery (ANC) and the U.S. Soldiers' and Airmen's Home National Cemetery (USSANC).

• Core HVAC Systems: Maintenance and repair of boilers, chillers, air handling units (AHUs), rooftop units (RTUs), and variable air volume (VAV) boxes.

• Ancillary Systems: Service and repair of domestic hot water systems, ice machines, refrigerators, exhaust fans, and associated control systems.

• Server Room HVAC Systems: Ensuring precise temperature and humidity control in server rooms.

• System Upgrades and Replacements: Upgrading HVAC control systems and replacing a 5-Ton HVAC unit in the ANC Administration Building's server room.

• Compliance and Documentation: Ensuring all work complies with relevant federal regulations (FAR, DFARS, AR) and ASHRAE standards, with detailed documentation provided.

• Facility Coverage: Services cover all listed facilities at ANC and USSANC, including visitor centers, administration buildings, and mechanical rooms.

• Period of Performance: One (1) base year of 12 months, with four (4) 12-month option years. Includes a 10-day phase-in period.

• Place of Performance: Arlington National Cemetery (ANC), Arlington, VA and U.S. Soldiers' and Airmen's Home National Cemetery (USSANC), Washington, DC.

• Preventive Maintenance: Includes regular inspections, cleaning, servicing, and scheduled duct cleaning.

• Corrective and Emergency Maintenance: Requires prompt response for repairs, with a 4-hour on-site response time for critical systems.

• Quality Control: Contractor must develop and maintain a written Quality Control Plan (QCP).

• Security: Contractor personnel must pass background checks and obtain access credentials.

• Personnel Qualifications: Technicians must be licensed, experienced, and EPA certified. Key personnel (Project Manager, Quality Control Manager, Safety Officer) have specific experience requirements.

• Federal Holidays: Routine maintenance is not required on most Federal holidays, but emergency and corrective maintenance services are still required.

Amendment / Modification

This amendment modifies the solicitation with the following changes:

• Solicitation Due Date Extended: The due date for proposals has been extended to March 27, 2026, at 11:30 PM EDT.

• RFI Responses Provided: Responses to previously submitted Requests for Information (RFIs) are included.

• Past Performance Removed: The requirement for Past Performance information in the solicitation has been removed.

• CLIN 0005 Revised: The description and scope for CLIN 0005 have been updated.

• Phase-In Period Shortened: The Phase-In period has been reduced from 15 days to 10 days.

• Pricing Template Instructions Revised: Instructions for the Pricing Template for CLINs 0005 and 0006 have been updated (referencing page 62).

• FAR Clause Clarification: FAR Clause 52.212-3 (Offeror Representations and Certifications--Commercial Products and Commercial Services) is explicitly stated as NOT APPLICABLE to this solicitation.

• Response Due Time, Response Due Time Zone, and Response Due Date have been updated.

• CLIN 0005 description and scope have been significantly revised to encompass System Upgrades, Life Cycle Replacement, Building Automation System (BAS) Upgrades, and Equipment Replacement.

• Clause 52.212-1 (Instructions to Offerors) has been modified regarding proposal submission and the due date.

• The proposal submission deadline has been extended to March 27, 2026, at 11:30 PM EDT.

• Offerors must acknowledge this amendment. Failure to do so may result in offer rejection.

• The requirement for Past Performance has been removed.

• The proposal submission format requires two complete proposals: one redacted and one unredacted. Failure to comply may lead to disqualification.

Form / Attachment / Pricing Sheet

This document is Attachment A, an Excel spreadsheet titled "ANC HVAC Services Pricing Template." It provides a structured format for bidders to input pricing for various HVAC services and related CLINs (Contract Line Item Numbers).

• CLIN Numbers: Identifies specific contract line items for different services (e.g., HVAC Services, Emergency Repairs, Duct Cleaning, Upgrade Project, Phase-In).
• Unit: Specifies the unit of measure for each CLIN (e.g., Months, Job, Linear Foot).
• CLIN Title: Describes the service associated with each CLIN.
• Pricing Periods: Includes columns for pricing across different periods: 15 Day Phase In, 30 Days From Award, Base Period (11 Months), Option Periods 1-4 (12 Months each), and FAR 52.217-8 (NTE 6 Months).
• Estimated Values: Provides estimated dollar amounts for certain CLINs, particularly for emergency repairs and ad hoc duct cleaning.
• POP Totals & Contract Total (TEV): Summarizes period of performance totals and the total estimated value of the contract.

Bidders must use this template to provide detailed pricing for all CLINs as required by the solicitation. The structure of this sheet will directly inform how proposals are costed and evaluated. It outlines the expected pricing structure across the base period and option periods, including provisions for emergency services and potential upgrades.

Solicitation / RFP / RFQ

This solicitation, W91QV126RA022, is for HVAC Services, including maintenance and repair of HVAC, hot water, and ice machines for Arlington National Cemetery (ANC) and Unit States Soldiers Airman's National Cemetery (USSANC). It also includes provisions for emergency HVAC repairs, duct cleaning, server room cooling unit replacement, and general equipment and supplies.

• HVAC Services (CLIN 0001, 1001, 2001, 3001, 4001): Maintenance and repair of HVAC, hot water, and ice machines.

• Emergency HVAC Repairs (CLIN 0002, 1002, 2002, 3002, 4002): As determined by the Contracting Officer's Representative (COR), requiring advance approval via written Notice to Proceed.

• Equipment and Supplies (CLIN 0003, 1003, 2003, 3003): Contractor-furnished supplies and equipment as per Part 4.

• Duct Cleaning (CLIN 0004, 1004, 2004, 3004, 4004): Services as needed, estimated at 100-3500 linear feet annually, requiring advance approval.

• Server Room Cooling Unit Replacement (CLIN 0005): Removal of existing and installation of a new HVAC unit within 30 days of Notice to Proceed.

• Phase-In Services (CLIN 0006): A 15-day period for standard HVAC services.

• Contract Type: Solicitation for Commercial Products and Commercial Services.

• Period of Performance: Varies by CLIN, with base periods and option periods extending through April 15, 2031.

• Pricing Arrangement: Firm Fixed Price for most CLINs.

• NAICS Code: 238220 (HVAC Contractors).

• Size Standard: $19,000,000.00.

• Proposal Due Date: March 26, 2026, at 11:00 AM local time.

• Submission Method: Email to the Contract Specialist and Contracting Officer.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Proposal Requirements: Technical proposal and separate Price proposal. Must include SF1449, SAM record, and other required documentation.

• This acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses related to contract terms, labor standards, small business subcontracting, payment, and inspection.

• Offerors must submit two proposals: one complete and one redacted.

• Questions and comments are due by March 19, 2026, at 5:00 PM EDT.

Form / Attachment / Pricing Sheet

This document is the U.S. Department of Labor's Wage Determination No. 2015-4281, Revision 35, issued under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations performing work on federal contracts within specific geographic areas.

• Geographic Area: District of Columbia, Maryland (Charles and Prince George's Counties), and Virginia (Alexandria, Arlington, Fairfax, Falls Church, Fauquier, Loudoun, Manassas, Manassas Park, Prince William, Stafford).
• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupational codes, and their associated minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for applicable contracts, outlining specific requirements and minimum rates.
• Conformance Process: Details the process for classifying and determining wage rates for occupations not explicitly listed in the determination.

This wage determination is crucial for bidders to understand the labor costs associated with performing a federal contract in the specified geographic areas. It directly impacts the proposed pricing for labor, ensuring compliance with federal wage laws and regulations. Bidders must ensure their proposed wages and benefits meet or exceed these minimums for all covered employees.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for non-personal services to provide comprehensive Heating, Ventilation, and Air Conditioning (HVAC) maintenance, repair, and system cleaning services for Arlington National Cemetery (ANC) and the United States Soldiers' and Airmen's Home National Cemetery (USSANC).

• Preventive Maintenance: Includes regular inspections, cleaning, servicing of HVAC systems per ASHRAE Standard 180, and scheduled duct cleaning (100-3500 linear feet annually).

• Corrective and Emergency Maintenance: Includes repairs and adjustments to restore HVAC system functionality, with a 4-hour on-site response time for critical system failures.

• System Upgrades and Life Cycle Replacement: Limited to Visitor Center, Administration Building, and Memorial Amphitheater for control system upgrades (BAS/BMS) and replacement of a 5-Ton HVAC unit in the ANC Administration Building's server room.

• Core HVAC Systems: Maintenance and repair of boilers, chillers, air handling units (AHUs), rooftop units (RTUs), and variable air volume (VAV) boxes.

• Ancillary Systems: Service and repair of domestic hot water systems, ice machines, refrigerators, exhaust fans, and associated control systems.

• Server Room HVAC Systems: Ensuring precise temperature and humidity control per ASHRAE Standard 90.4.

• Compliance and Documentation: Work must comply with FAR, DFARS, AR, and ASHRAE standards, with detailed documentation provided.

• Operational Readiness: A minimum of 90% operational readiness for all equipment, verified by BMS logs and COR inspections.

• Response Times: 2-hour telephonic and 4-hour on-site response for emergency services.

• Quality Control: Contractor must develop and implement an effective quality control system and a written Quality Control Plan (QCP).

• Period of Performance: One (1) base year of 12 months, with four (4) 12-month option years, plus a potential 6-month extension under FAR 52.217-8.

• Place of Performance: Arlington National Cemetery (ANC) and U.S. Soldiers' and Airmen's Home National Cemetery (USSANC).

• Security: Personnel must pass background checks and obtain necessary credentials. Limited background checks via NCIC-III and TSDB.

• Key Personnel: Project Manager, Quality Control Manager, and Safety Officer are designated as key personnel.

• Technician Qualifications: Must be licensed, have completed accredited HVAC apprenticeship programs, and possess relevant field experience. EPA Section 608 certification required.

• Federal Holidays: Routine maintenance is not required on most Federal holidays, except for Memorial Day and Veterans Day. Emergency services are required on all days.

• Utilities: Government provides water, electricity, and natural gas. Contractor is responsible for conservation.

• Contract Type: C type Commercial contract with hybrid CLIN structures.

Form / Attachment / Pricing Sheet

This document appears to be an Excel spreadsheet intended to track access to a facility, likely for a site visit or walkthrough related to an opportunity. It includes fields for recording access dates, times, entry locations, destinations, driver information, vehicle details, and government points of contact.

• Access Date
• Time
• Entry Location
• Destination
• Driver Name
• Vehicle Make, Model, Color
• Tag Number
• Government POC and Cell Number

While this document does not contain direct solicitation requirements, it may be relevant for bidders needing to coordinate or understand access procedures for a physical site visit or walkthrough associated with the opportunity. Bidders should review this to understand any logistical requirements for accessing the facility.

Form / Attachment / Pricing Sheet

This document is Attachment A, an Excel spreadsheet titled "ANC HVAC Services Pricing Template." It provides a structured format for bidders to input pricing for various HVAC services over different contract periods.

• CLINs (Contract Line Item Numbers): Details specific services such as HVAC Services (0001), HVAC Emergency Repairs (0002), Consumable Equipment and Supplies (0003), Ad Hoc Duct Cleaning Services (0004), Server Room Project (0005), and Phase-In (0006).
• Pricing Periods: Includes columns for "15 Day Phase In," "30 Days From Award," "Base Period (11 Months)," "Option Period 1 (12 Months)" through "Option Period 4 (12 Months)," and "FAR 52.217-8 (NTE 6 Months)."
• Unit Pricing: Specifies units such as "Months," "Job," and "Linear Foot."
• Contract Type: All CLINs are listed as Firm-Fixed-Price (FFP).
• Estimated Values: Provides estimated values for certain CLINs, such as $100K for emergency repairs and an estimated 3,500 LF for duct cleaning.
• Totals: Includes "POP TOTALS" for each period and a "CONTRACT TOTAL (TEV)" of $550,000.0.

Bidders must use this template to provide detailed pricing for their proposed services. The structure outlines the expected cost breakdown across the contract's potential periods of performance and includes specific CLINs for various HVAC-related tasks. The estimated values and contract total provide a baseline for financial proposals.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive Heating, Ventilation, and Air Conditioning (HVAC) system maintenance, repair, and upgrade services for Arlington National Cemetery (ANC) and the U.S. Soldiers' and Airmen's Home National Cemetery (USSANC).

• Core HVAC Systems: Maintenance and repair of boilers, chillers, air handling units (AHUs), rooftop units (RTUs), and variable air volume (VAV) boxes.

• Ancillary Systems: Service and repair of domestic hot water systems, ice machines, refrigerators, exhaust fans, and associated control systems.

• Server Room HVAC Systems: Ensuring precise temperature and humidity control.

• System Upgrades and Replacements: Upgrading HVAC control systems and replacing a 5-ton HVAC unit in the ANC Administration Building's server room.

• Compliance and Documentation: Ensuring all work complies with relevant federal regulations and ASHRAE standards, and providing detailed documentation.

• Preventive Maintenance: Conducted in accordance with ASHRAE Standard 180.

• Emergency Repairs: 4-hour on-site response time for critical systems.

• Operational Readiness: Minimum of 90% operational readiness for all equipment.

• Period: One (1) base year of 12 months and four (4) 12-month option years, starting April 16, 2026.

• Place: Arlington National Cemetery (ANC) and U.S. Soldiers' and Airmen's Home National Cemetery (USSANC).

• Quality Control: Contractor must develop and maintain a written Quality Control Plan (QCP).

• Security: Contractor personnel must pass background checks and obtain necessary access credentials.

• Personnel Qualifications: Specific licensing, experience, and certifications are required for technicians, Project Managers, Quality Control Managers, and Safety Officers.

• Reporting: Monthly reports detailing services performed, parts used, and equipment status are required.

Form / Attachment / Pricing Sheet

This document appears to be an Excel spreadsheet intended to track access for a facility, specifically related to an "ANC Access Roster Request for ANC HVAC Walkthrough". It lists columns for access date, time, entry location, destination, driver name, vehicle details (make, model, color, tag number), and government points of contact (POC) with cell numbers.

• Access Tracking: Designed to record details of individuals or vehicles entering a facility.
• HVAC Walkthrough Context: Specifically mentioned in the title, suggesting it's for coordinating or documenting access during HVAC system walkthroughs.
• Government POC Information: Includes contact details for government personnel.

While the primary content is an access roster, its presence as an attachment suggests bidders may need to understand or potentially utilize this system for site visits, walkthroughs, or personnel access related to the opportunity. It could indicate requirements for coordinating access or providing information for personnel entering government facilities.